Routine Letters and Goodwill Messages

Write Business Write Business Letters…Letters…

When corresponding with an outsider

When a permanent record is necessary

When formality is important

When a message is sensitive and requires an organized, well-considered presentation

Writing Process: Phase Writing Process: Phase 11

Determine your purpose.

Visualize the audience.

Anticipate the reaction to your message.

Writing Process: Phase Writing Process: Phase 22

Collect information.

Organize into a list or an outline.

Compose the first draft.

Writing Process: Phase Writing Process: Phase 33

Revise for clarity and conciseness.

Proofread for correctness and format.

Evaluate by putting yourself in the reader’s shoes.

The Direct PatternThe Direct Pattern

Frontload in the opening.

Explain in the body.

Be specific and courteous in the closing.

Mary Ellen Guffey, Business Communication: Process and Product, 5e

Ch. 9, Slide 6

Frontloading in the Frontloading in the OpeningOpening

Begin with the main idea.

Tell immediately why you are writing.

Explaining in the BodyExplaining in the Body Present details that explain the request or response.

Group similar ideas together.

Consider using graphic highlighting techniques.

Being Specific and Being Specific and Courteous in the ClosingCourteous in the Closing

For requests, specifically indicate the action you want taken and provide an end date (deadline), if appropriate.

For other direct letters, provide a courteous concluding thought.

Formatting Business Formatting Business LettersLetters

Set side margins for 1 to 1½ inches.

Place the date 2 inches from the top or 1 blank line below the letterhead.

Leave 2 to 7 blank lines between the date and inside address.

Single-space within paragraphs and double-space between. Don’t justify right margin.

Mary Ellen Guffey, Business Communication: Process and Product, 5e

Ch. 9, Slide 10

Formatting Business Formatting Business LettersLetters

Decide whether to use full block (all lines starting at the left margin) or modified block (date and closing lines starting at the center) letter style.

Allow 3 blank lines between the complimentary close and the writer’s name.

Formatting Business Formatting Business LettersLetters

WEB: cypress@grid.com5090 Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2006

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

SUBJECT: FORMATTING BUSINESS LETTERS

WEB: cypress@grid.com5090 Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2006

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

SUBJECT: FORMATTING BUSINESS LETTERS

Cypress Associates, Inc. Cypress Associates, Inc. Letterhead

Dateline

Inside Address

Salutation

Subject Line

2 inches from top of page

2 to 7 blank lines

1 blank line

1 blank line

1 blank line

Formatting Business Formatting Business LettersLetters

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes

Formatting Business Formatting Business LettersLetters

the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon Montoya

Sharon Montoya

SM:mef

the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon Montoya

Sharon Montoya

SM:mef

ComplimentaryClosing

Printed Name

Reference Initials

3 blank lines

1 blank line

1 blank line

Requesting Information Requesting Information and Actionand Action

OpeningOpening

Ask a question or issue a polite command (Will you please answer the following questions. . . ?).

Avoid long explanations that precede the main idea.

Example: Please provide information regarding your X-320 printer advertised in the Wednesday, June 3rd edition of Caribbean Business.

BodyBody

Explain your purpose and provide details.

Express questions in parallel form. Number them if appropriate.

To elicit the most information, use open-ended questions (What training programs do you recommend?) rather than yes-or-no questions (Are training programs available?).

Suggest reader benefits, if possible.

Mary Ellen Guffey, Business Communication: Process and Product, 5e

Ch. 9, Slide 17

ClosingClosing

State specifically, but courteously, the action you wish to be taken.

Set an end date, if one is significant, and explain why.

Avoid cliché endings (Thank you for your cooperation). Show appreciation but use a fresh expression.

Make it easy for the receiver to respond.

Ch. 9, Slide 18